Associate administrative officer (Global Platform)

ISDR/T/06/2012

United Nations Core Values:
Integrity ● Professionalism ● Respect for diversity

Background

Created in December 1999, the United Nations Office for Disaster Risk Reduction and secretariat of the International Strategy for Disaster Reduction (UNISDR) is the designated focal point in the United Nations system for the coordination of disaster reduction and to ensure synergies among the disaster reduction activities of the United Nations and regional organizations and activities in socio-economic and humanitarian fields. Led by the United Nations Special Representative of the Secretary-General for Disaster Risk Reduction, UNISDR has around 100 staff located in its HQ in Geneva, Switzerland, and 5 regional offices and other field presences. Specifically, UNISDR coordinates international efforts in disaster risk reduction, and guides, monitors and reports on the progress of the implementation of the Hyogo Framework for Action; campaigns to create global awareness of disaster risk reduction benefits and empower people to reduce their vulnerability to hazards; advocates for greater investments in disaster risk reduction to protect people's lives and assets, and for increased and informed participation of men and women in reducing disaster risk; and informs and connects people by providing practical services and tools such as Prevention Web, publications on good practices, and by leading the preparation of the Global Assessment Report on Disaster Risk Reduction and the organisation of the Global Platform for Disaster Risk Reduction.

Fourth session of the global platform for disaster risk reduction 2013

The Global Platform for Disaster Risk Reduction (GP), which takes place every two years, is the global forum for accelerating world-wide momentum on disaster risk reduction. As the primary gathering for the world's disaster risk community, it brings together Governments, UN, international regional organizations and institutions, NGOs, scientific/academic institutions and the private sector. It is mandated by the United Nations General Assembly (A/RES/62/192) to:

• Assess progress made in the implementation of the Hyogo Framework for Action;
• Enhance awareness of disaster risk reduction.
• Share experience and lessons from good practice, and;
• Identify remaining gaps and recommend targeted action to accelerate national and local
  implementation.

The first (in 2007), second (2009) and third (2011) sessions of the Global Platform have seen progressive participation from many governments and organisations. The Third Global Platform brought together 163 governments and 162 organisations. The United Nations International Strategy for Disaster Risk Reduction Secretariat (UNISDR) is the UN entity responsible for coordinating the
organization of the Global Platform and supporting the regional platforms and Ministerial meetings on disaster risk reduction.

The Fourth Session of the Global Platform for Disaster risk Reduction aims to continue the momentum of the prior Global Platform meetings, into a durable and sustained effort from all actors (governments, NGOs and civil society, international agencies and organisations, academic and technical institutions, and the private sector) to take shared responsibility in reducing risks and reinforcing resilience in our communities. The Fourth Session will also be an opportunity to progress and consult on the Hyogo Framework for Action (HFA). The Fourth Session of the Global Platform will be held in Geneva at the International Conference Centre from Sunday 19 May to Thursday 23 May 2013. Sunday 19 May will be reserved as a preparation day. Monday 20 May will be a day for innovative dialogue. The official agenda will be from Tuesday 21 to Thursday 23 May 2013.

Duties and responsibilities

The Associate Administrative Officer will work under the overall guidance of the Global Platform Coordinator for Disaster Risk Reduction. She/He will be responsible for supporting the planning of the conference activities roster, planning and monitoring of conference centre logistics, room allocation, the and preparation of all required documentary and related inputs (conference
programme and agenda, etcetera) for the effective organization and roll-out of the Fourth Session of the Global Platform for Disaster Risk Reduction. The duties are as follows:

• Analyses of selected aspects of services and of logistics required for the successful undertaking of the conference activities such as sessions and other meetings of the official programme.
• Liaises with the focal points of the different task teams of the Global Platform, in order to ensure that sessions and rooms and other conference resources are organized in a coordinated manner.
• Provides administrative support in different areas such as agenda topics, preparation of background information, handling logistics, etc.
• Prepares, updates and shares the task distribution table of the different support staff, including volunteers, in order to ensure that the sessions/rooms and meetings have the needed resources available.
• Liaises with volunteers and interns who have been assigned to support specific sessions, including plenary sessions, and helps coordinate their activities in preparation prior to and during the Global Platform; provides guidance and coaching as may be required.
• Liaises with the Global Platform team on the organisation of different high-level meetings and sessions and ensures appropriate feedback to the supervisor.
• Assess, and identify practical solutions for logistical and practical arrangements needed for the session, in cooperation with the secretariat’s administration unit and other units of the secretariat, including the regional units, the UNOG administration and inputs provided by other partners. This may include advice to the supervisor on the distribution of tasks among the various units and staff of the UN/ISDR secretariat.
• Support the coordination of the preparation of back ground papers to the session, the agenda and programme of work, including translation, publication and distribution of documentation, so that speakers and participants have access to the needed documentation when needed during the conference sessions.
• Support the organization of the session in regard of panellists and facilitators, ensure oversee practical arrangements including security arrangements, interpretation services, conference facilities, conference services are in place for the specific sessions.
• Responds to a variety of inquires and information requests internally and externally; prepares related correspondence.
• Sets up and maintains a simple and functional database (Excel or similar) of all conference resources and rooms in order to allow for allocating rooms and resources in an optimal fashion, making best use of available spaces and facilities.
• Maintains the conference schedule updated reflecting all session and room requirements and assigns required resources accordingly.
• Keeps all partners and speakers informed of the room and session allocations.
• Plan, within budget, standard configurations for each session and room.
• Support the guiding, training, and supervising the work of volunteers who will be assigned to room management during the Global Platform.
• Identifies problems and issues to be addressed and recommends corrective actions; liaises with relevant parties; identifies and tracks follow-up actions.
• Contributes to the preparation of the printed conference programme and coordinates the timely distribution of the same, including the liaison with the publisher/printer.
• Provides administrative and substantive support to consultative and other meetings, to include proposing agenda topics, identifying and proposed participants, preparation of background documents and presentations, handling logistics, etc.
• Performs other related administrative duties, as required (e.g., operational programme, monitoring physical space planning and the identification of office technology needs and maintenance of equipment, software and systems).

Competencies

Professionalism

Ability to identify issues, analyze and participate in the resolution of issues/problems. Ability to assist with data collection using various methods. Conceptual analytical and evaluative skills to conduct independent research and analysis, including familiarity with and experience in the use of various research sources, including electronic sources on the internet, intranet and other databases. Ability to apply judgment in the context of assignments given, plan own work and manage conflicting priorities.

Planning and organizing

Identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Accountability

Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Client orientation

Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Qualifications

• A first level university degree in planning, political science, business administration, Management, economics or a related field.
• A minimum of two years or progressively responsible experience in administration, Logistics, project/programme management or related area.
• Fluency in English and French, (both oral and written) is required. Knowledge of another UN official language is an advantage.